HR Administrative Assistant I/II

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HR Administrative Assistant I/II

Salary

$52,653.35 - $81,187.67 Annually

Location

Ventura and may require travel throughout Ventura County, CA

Job Type

Full-Time Regular

Job Number

0030GSA-25AA (MA)

Department

General Services Agency (recruitment by CEO-HR)

Opening Date

03/05/2025

Closing Date

3/12/2025 5:00 PM Pacific

Description

Benefits

Questions

Description

THE AGENCY

The General Services Agency (GSA) is made up of Fleet Services, Facilities, Procurement, Special Services, Security and Business Support, and the Parks Department. The agency is responsible for providing a broad spectrum of services to all the County departments and agencies. It requires a very diverse workforce to accomplish the GSA mission of contributing to the quality of life in Ventura County by partnering with their customers to provide expertise and cost-effective services delivery, and foster the preservation of natural resources.

THE POSITION

Under general supervision, the GSA HR Administrative Assistant is responsible to agency management for the performance of a variety of administrative support services in the areas of human resources including recruitment, payroll, training administration, and special projects.

PAYROLL TITLES AND APPROXIMATE SALARIES:

Administrative Assistant I: $ 26.20 - $36.66 hourly

Administrative Assistant II: $ 28.80 - $40.40 hourly

Administrative Assistant I and II are represented by the Service Employees International Union (SEIU) and are eligible for overtime compensation.

Examples Of Duties

Duties may include but are not limited to the following:

Conducts recruitments, which includes performing job analyses, creating job announcements and examination materials, screening applications, sending notifications to applicants, proctoring examinations; creates eligible lists and performs certification functions;

Monitors Agency training compliance; runs compliance reports and uploads to applicable platforms; enrolls/modifies/cancels employees' training requests; attends quarterly Training Administrator meetings held by County HR Training Administration;

Calculates payroll adjustments and oversees payroll processing;

Serves as backup to Human Resources Assistant;

Conducts GSA HR audits to include payroll additional incentives, supervisor differentials, I-9 binder, etc.

Answers personnel related inquiries from employees, supervisors, and managers;

May provide administrative support to personnel team, including conducting research, filing, creating reports, and tracking quantitative and qualitative data;

Compiles and prepares reports and documents for department management staff pertaining to personnel activities; prepares reports and documents that relate to the Agency's Strategic Plan; performs special projects in support of GSA management;

Creates e-Performance documents in VCHRP to initiate performance evaluations; monitors compliance; runs compliance reports and uploads to applicable platform;

May supervise clerical employees and perform supervision related tasks such as training, monitoring and completing performance evaluations, and developing staff;

Disseminates New Employee Survey and compiles results for management review; and

Performs other related duties as required.

Typical Qualifications

These are entrance requirements to the exam process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE

Some education and/or experience which would provide the required knowledge, skills and abilities.

Examples of qualifying experience:

Administrative Assistant I: Associate degree in a related field and one (1) to two (2) years of human resources experience.

Administrative Assistant II: Associate degree in a related field and three (3) years of human resources experience.

Substitution:

Additional related experience can be substituted for the education on a year-for-year basis.

NECESSARY SPECIAL REQUIREMENTS

Some experience processing payroll.

Some experience using a Human Resources Information System ( HRIS), such as PeopleSoft.

Some experience assisting internal customers, e.g. employees, supervisors, and managers, with HR related inquiries.

Intermediate proficiency with Microsoft Word and Excel.

DESIRED

Some supervisory or lead experience, which included the responsibilities of reviewing work and training and developing subordinate clerical staff.

Some experience and/or training in recruitment, including conducting job analyses, developing and proctoring exams, and using an applicant tracking system, such as NeoGov.

KNOWLEDGE, SKILLS and ABILITIES

Some (I) to working (II) knowledge of: principles and techniques of human resources and administrative analysis; organization and staffing; public relations and customer service; personnel administration; payroll administration, rules, and laws related to payroll activities; recruiting regulations and practices in a civil service environment, including job analysis, exam creation and proctoring; and supervision including reviewing work, training and developing clerical staff.

Skill in: utilizing various software, including database management systems; Microsoft Word, Microsoft Excel, a HRIS, such as Peoplesoft, and NeoGov.

Working (I) to considerable (II) ability to: prepare a variety of reports and recommendations; communicate orally and in writing; perform basic mathematical computations; and establish and maintain effective working relationships with co-workers, the public and outside agencies and deliver exemplary customer service.

Supplemental Information:

Works primarily in an office environment but may be required to visit various departments/agencies on an infrequent basis and meet off-site with employees, supervisors, and managers.

Recruitment Process

FINAL FILING DATE

Applications must be received by County of Ventura Human Resources no later than 5:00 p.m. on Wednesday, March 12, 2025.

To apply online, please refer to our website at www.ventura.org/jobs. If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

LATERAL TRANSFER OPTION: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here (http://vcportal.ventura.org/CEO/HR/docs/Lateral_Transfer.pdf) (Download PDF reader) for additional information.

Note to Applicants: It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume and/or other related documents may be attached to supplement the information in your application; however, it/they may not be substituted in lieu of the application.

SUPPLEMENTAL QUESTIONNAIRE - qualifying

All applicants are required to complete and submit the questionnaire for this examination at the time of filing. This questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position.

APPLICATION SCREENING - qualifying

All applications will be reviewed to determine whether the stated requirements are met. Applicants meeting the stated requirements will be invited to continue to the next step in the examination process.

WRITTEN EXAMINATION - 100%

A job-related written examination will be administered to test candidates' knowledge of English usage, reading comprehension, customer service, clerical methods and practices, and mathematics. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

Candidates successfully completing the examination process may be placed on an eligible list for a period of one (1) year. The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra Help vacancies for this position only. There is currently one (1) Regular vacancy within the General Services Agency.

NOTE: If appointed at the lower level, incumbent may be promoted to the higher level without further examination upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record is required for this position.

EQUAL EMPLOYMENT OPPORTUNITY: The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

For further information about this recruitment, please contact Michelle Antonetty by e-mail at Michelle.Antonetty@ventura.org or telephone at (805) 477-7260.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

Service Employees International Union (LOCAL 721)

(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

Benefits website (https://hr.ventura.org/benefits) or you may call (805) 654-2570.

Retirement FAQ's (https://vcportal.ventura.org/CEO/benefits/docs/RETIREMENT%20-%20FAQs.pdf)

Memorandum of Agreement

Union Codes: UPA, UPC, UPE, UPH, UPI, UPJ, UPT, UWS

Please describe your experience related to human resources functions. In your response include: A) The name of the employer(s) where you gained this experience B) Your job title C) Your specific responsibilities. NOTE: The employer(s) where you obtained the experience must be included in the previous work experience section to be considered qualifying.

If you do not possess this experience, please @type "no experience."

Please describe your experience related to processing payroll. In your response, include: A) The name of the employer(s) where you gained this experience B) Your job title C) The number of employees whose payroll was processed D) The name of the software used E) Any related payroll responsibilities, such as payroll adjustments for overtime or other additional payments. NOTE: The employer(s) where you obtained the experience must be included in the previous work experience section to be considered qualifying.

If you do not possess this experience, please @type "no experience."

Do you have experience utilizing a Human Resources Information System (HRIS), such as PeopleSoft?

Yes

Please describe your experience utilizing a HRIS. In your response, indicate the @type of software you are familiar with and the tasks you performed using that software. If you answered "no" to the previous question and do not possess this experience, please @type "no experience."

Describe your experience assisting internal customers, e.g. employees, supervisors, and managers, with HR related inquiries.

If you do not possess this experience, please @type "no experience."

What is your level of proficiency with MS Word?

None

Basic/Beginner- Create and edit documents, tables, format paragraphs.

Intermediate - Create templates, use styles, create mail merges/sort/filter, customize toolbars

Advanced - Use/insert Graphic effects (clip art, Word Art), table of contents, footnotes, endnotes, track document changes

What is your level of proficiency with MS Excel?

None

Basic/Beginner - Format cells, rows and columns, use simple formulas, print worksheets and workbooks

Intermediate - Create/modify/format charts, filter data and manage filtered list, perform multi-level sorting, use mathematical/logical/statistical/financial functions.

Advanced - Work with Pivot tables, use advanced functions (VLOOKUP, IF, IS), use spreadsheet Web components

Describe your recruitment experience. In your response, include: A) The name of the employer(s) where you gained this experience B) Your specific responsibilities C) One specific example, which illustrates your knowledge of the recruitment process. NOTE: The employer(s) where you obtained the experience must be included in the previous work experience section to be considered qualifying.

If you do not possess this experience, please @type "no experience."

Required Question

Employer

Ventura County

Address

800 S. Victoria Avenue LOC. #1970 Ventura, California, 93009

Phone

(805) 654-5129

Website

http://hr.ventura.org

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HR Administrative Assistant I/II